Schedules

"What types of pay schedules are there?" 

Pay schedules set when, and how often your pay gets paid. 

To see a pay batch's types of pay schedules: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Settings > Pay batch settings 
3. Then beside "Payday due", click the "Edit" button:  
4. And finally, click: "Pay period recurs" 

There's five types of pay schedules: 

• Weekly. 
• Bi-weekly. 
• Semi-monthly. 
• Monthly. 
• And once only. 

Weekly pay schedules: 

• Is when your people are paid on the same day of every week. 
• For example, payday could be: "every Friday" 
• You're free to select any day of the week as your payday. 
• Weekly is popular because people remember day-of-week payday routines. 

Bi-weekly pay schedules: 

• Is when each pay period lasts exactly two weeks. 
• For example, payday could be: "every second Friday" 
• Bi-weekly is popular because you still get a day-of-week payday routine, but with half the effort of weekly. 

Four-weekly pay schedules: 

• Is when each pay period lasts exactly four weeks. 
• For example, payday could be: "every fourth Friday" 
• Four-weekly is popular because you also get a day-of-week payday routine, but with four times less effort, compared to weekly. 

Semi-monthly pay schedules: 

• Is when you have two pay periods a month, each ending on the days of your choice. 
• For example, payday could be: "the first and 15th of every month" 
• You can pick any two ending days. 
• Semi-monthly is popular because you have the assurance of exactly two paydays a month. 

Monthly pay schedules: 

• Is when payday is on the same day of each month. 
• For example, payday could be: "the first of every month" 
• You're free to pick any day in the month that you'd like as your payday. 
• Monthly is popular because many people's bills, like rent, gas, and electricity, are also monthly. 

Once only pay schedules: 

• Are only useful when your org is switching from one pay period type to another. 
• For example, switching from "Monthly" to "Weekly", and you need to pay your people for the few days gap in-between. 
• "Once only" pay periods are very rarely used. 

To learn more: 

• About "Once only" pay schedules, watch the video on: Bridging from one pay schedule to another 

You may notice: 

• That sometimes, some of the pay schedules may not show in the list, for your country. 
• If ever a pay schedule isn't available for your country, it's usually because it's not recommended, based on local tax rules. 

And that's it! That's everything you need to know about pay schedule types you can pick from! 

"How do I change how often my people get paid?" 

Changing how often people get paid, means changing an existing pay batch's pay schedule. 

To change to an existing pay batch's pay schedule: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Settings > Pay batch settings 
3. Then beside "Payday due", click the "Edit" button:  
4. And click:
   Pay period recurs 
5. Next, change it to how often you want your people to be paid. 
6. And set the day of the week, or date of the month. 
7. Next, set:
   Payday due 
8. Then click: Save 
9. To see your pay schedule changes, click: Calendar > 12-month calendar 
10. And finally, when you hover your mouse over a blue payday circle, you'll see black circles marking the days covered by that payday's pay period. 

Keep in mind that: 

• Once the pay schedule's had paystubs paid, a "Schedule locked" message shows, and it can't be changed anymore. 
• However, up until paystubs are paid, you can come back and make changes as many times as you like. 

To learn more: 

• About changing payday settings, when you've got a "Schedule locked" message, watch the video on: Bridging from one pay schedule to another 

And that's it! That's all you need to do to change an existing pay batch's pay schedule! 

"How do I set the delay between a pay period's last working day, and its payday?" 

The pay period is the days that people work. Payday is when the people are paid. Often, your payroll admins need a few days delay between the two. 

To set a delay between a pay period's last working day, and its payday: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Settings > Pay batch settings 
3. Then beside "Payday due", click the "Edit" button:  
4. And look for:
   Payday due 
5. Now, select how many days (after the pay period ends) until your people get paid. 
6. Then click: Save 
7. To see your pay schedule changes, click: Calendar > 12-month calendar 
8. And finally, when you hover your mouse over a blue payday circle, you'll see black circles marking the days covered by that payday's pay period. 

Keep in mind that: 

• Payroll admins usually need at least five days delay, to look at timesheets, and approve expense claims. 
• However, in some countries, there's rules to limit the maximum number of days delay. 
• Also, once the pay schedule's have paystubs paid, a "Schedule locked" message shows, and it can't be changed anymore. 

And that's it! That's all you need to do to set a delay between a pay period's last working day, and its payday! 

"How do I bridge from one type of pay schedule to another?" 

Bridging closes the pay period gap that's sometimes formed when your org's switching from one pay period type to another. For example, switching from "Monthly" to: "Weekly" 

To bridge from one pay schedule to another: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Settings > Pay batch settings 
3. Then beside "Payday due", click the "List schedules" button:  
4. THE FIRST STEP:
   is to set an end date for the "currently active" pay schedule. 
5. Select the pay schedule that says: "currently active" 
6. Scroll down to
   Schedule ends on, and select an end date. 
7. Then click: Save 
8. THE SECOND STEP:
   is to create the new pay schedule that you'll be moving everyone to. 
9. Click More, then List schedules, then: New schedule 
10. Set
    Pay period recurs to your new pay schedule. 
11. Now, before setting when this new pay schedule starts, first find out when the previous one's ending. Click the "List schedules" button. 
12. Then set
    Schedule starts on to be as soon as possible after that. 
13. Then click: Save 
14. THE THIRD STEP:
    is to create the new pay schedule to bridge the gap between the two pay schedules. 
15. Click More, then List schedules, then: New schedule 
16. Set "Pay period recurs" to: "Once only" 
17. Now, scroll down and set "Schedule starts on" and:
    Schedule ends on 
18. It automatically suggests the recommended start and end dates. 
19. Then click: Save 
20. Now, to see all your pay schedule changes, click the "List schedules" button. 
21. And finally, you can now see all the start and end dates connecting without any gaps, so no one misses out on their pay. 

Keep in mind that: 

• It's very rare that you'll ever have to bridge pay schedules. 
• Also, be sure to communicate all the payday date changes to your people. 
• And don't forget to pay them on every one of the newly created paydays. 

For advanced usage: 

• You can also use the calendar (at the top) to see a preview of your newly created paydays. 

And that's it! That's all you need to do to bridge pay schedules! 

"How do I delete a pay schedule?" 

If you no longer need a pay schedule, under limited circumstances, you can delete it. 

To delete a pay schedule: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Settings > Pay batch settings 
3. Then beside "Payday due", click the "List schedules" button:  
4. And select the pay schedule you'd like to delete. 
5. And click More, then: Delete 
6. And then click: Yes ... delete 
7. Now, the pay schedule's deleted. 
8. The pay schedule's also locked, so it can't be changed anymore. 
9. And finally, if you change your mind and want the pay schedule back again, click Undelete, and it's immediately undeleted. 

If it's been a while since you deleted a pay schedule, and you want to undelete it, you'll first need to find it in the: "deleted bin" 

To undelete a pay schedule from your "deleted bin": 

1. First, click:
   Menu > Deleted bin 
2. Next, you'll see a category for every kind of item that can be deleted. Click: Schedules 
3. And then click the pay schedule you'd like to undelete. 
4. Next, click: Undelete 
5. And finally, the deleted pay schedule is immediately undeleted. 

You may notice: 

• Once the schedule's got paid paystubs, a "Schedule locked" message shows, and it can't be deleted anymore. 
• Also, you can't delete the schedule that's currently "active" for today's date. 
• And you can't delete a schedule if it's the last remaining schedule in the pay batch. 
• In reality, it's rare that you'd ever need to delete a schedule. 

Keep in mind that: 

• Only people who've got "Full payroll admin" permissions can delete or undelete pay schedules. 
• And remember that all deletes and undeletes are always permanently recorded in "History". This means any admin can always look back in time, and see who did any delete, and when the delete was done. 

And that's it! That's everything you need to know about deleting or undeleting a pay schedule!